Unit Clerk Interpreter

Role Overview

Unit Clerk Interpreter at American Hospital Dubai. The role provides administrative and clerical support to ensure efficient patient flow and unit operations while serving as a bilingual liaison across departments.

Role Purpose

To manage patient admissions, discharges, and insurance approvals; maintain accurate documentation; facilitate communication across clinical and administrative teams; and support patients and staff with non-clinical needs while ensuring compliance with hospital policies and legal standards.

Key Responsibilities

Patient and Insurance Coordination

• Coordinate with insurance providers to obtain necessary approvals.
• Verify insurance approvals and secure pre-certifications and authorizations for requested services.
• Create FIN for discharge equipment and collaborate with Unimed/Med Shop and outpatient insurance teams to ensure approval and delivery.
• Liaise with international insurance representatives regarding patient condition and documentation.
• Coordinate with the Insurance/PBS team to obtain transfer approval for rehabilitation services.

Admission and Discharge Processes

• Complete administrative discharges in alignment with RCM and billing protocols.
• Coordinate with Admission and ER teams for direct ward admissions, obtain patient and family consents, and upload necessary identification.
• Process inpatient discharges and collaborate with the billing team to secure financial clearance.
• Book appointments and complete referrals for discharged patients.
• Manage all discharge clinic appointments, including rescheduling and follow-ups.
• Create FIN entries for medication refills.
• Update daily patient allocations, including labels and assigned medical personnel.
• Update service accommodation types in the system and notify the finance and billing team.

Legal and Documentation Requirements

• Compile, prepare, and maintain patient medical charts.
• Complete and verify insurance documentation.
• Review and update general consent and anaesthesia forms.
• Ensure all documentation complies with legal and hospital confidentiality standards.
• Audit admission forms submitted by the Emergency Department.
• Verify the accuracy of patient information and supporting documentation.
• Coordinate with family members to prepare the Death Notification Certificate and ensure timely physician submission.
• Ensure HIPAA compliance in all patient record handling.

Newborn and Birth Registration

• Complete newborn registration and verify insurance in the hospital system.
• Collect required documents from parents and coordinate with DHA for issuing Birth Notification Certificates.
• Send delivery reports to the Finance team by 12:00 AM.
• Generate and audit monthly reports of birth notifications submitted to DHA.

Departmental Liaison and Communication

• Act as a liaison between physicians, nurses, patients, and various hospital departments.
• Relay accurate interdepartmental messages to the nursing team.
• Communicate with the VIP and CEO team regarding special room admissions and staff patients.
• Coordinate with Nursing Supervisors for inter-facility patient transfers.
• Collaborate with the Public Relations and Medical Tourism teams to maintain tour-readiness of common areas.
• Provide process improvement feedback to physicians and floor managers.
• Provide Arabic and English verbal and written translation services.
• Respond to and resolve patient complaints regarding service or logistics.

Room and Charges Management

• Monitor and update room classifications such as Short Stay and Day Case.
• Modify patient room charges in Cerner, for example VIP to NRR.
• Input physician rounding and consultation fees, Telemetry, Ambulance, Code Blue, and Sick Leave charges.

Technical and Facility Support

• Coordinate with the IT team for PC, printer, and software-related issues.
• Request maintenance or repairs for unit equipment.
• Order, monitor, and restock medical and office supplies for the unit.

Patient and Visitor Services

• Greet and courteously assist patients and visitors.
• Provide non-medical information such as directions or hospital services.
• Escort patients to other departments as needed.
• Answer and direct phone calls appropriately.
• Assist patients in settling dues through PBS and VIP room payments.
• Retrieve medications from the pharmacy after hours when necessary.

Training and Team Support

• Assist in onboarding and training new staff members across units.
• Keep the unit team informed of updates to hospital policies and procedures.
• Prepare allocation and huddle books for the nursing team.

Administrative Support and Reporting

• Prepare reports and summaries for staff meetings.
• Send daily patient details to the cafeteria and gift shop for amenities.
• Request historical patient files from MRD.
• Update Bed Statistics for the Nursing Administration Supervisor.
• Collect and relay Press Ganey and patient feedback.
• Update Care Partner and Next of Kin information in the system.

Compliance and Quality Monitoring

• Monitor adherence to hospital protocols and report any concerns to supervisors or managers.

Qualifications & Experience

• High School Graduate.
• Exposure to or experience with customer service principles.
• Knowledge and skills in responding to codes and other emergencies.

Skills & Competencies

• Excellent English and Arabic verbal and written communication skills.
• Adequate Medical Terminology.
• Computer literacy and efficiency in Cerner System.